VIRTUAL EVENT PLANNING CHECKLIST TEMPLATE: PLATFORM, TECH & ENGAGEMENT MANAGEMENT

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--- EVENT GOALS & STRATEGY ---
[ ] Describe the overall event objective(s)
[ ] Target Number of Attendees
[ ] Primary Event Type (e.g., Conference, Webinar, Workshop) (Conference, Webinar, Workshop, Product Launch, Networking Event)
[ ] Key Performance Indicators (KPIs) to Track (Attendee Engagement, Lead Generation, Brand Awareness, Conversion Rate, Attendee Satisfaction)
[ ] Target Event Date (Initial Planning)

--- PLATFORM SELECTION & SETUP ---
[ ] Primary Platform Choice (Zoom, Microsoft Teams, Google Meet, Hopin, Remo, Other)
[ ] Platform Justification
[ ] Estimated Attendee Capacity (Platform Limit)
[ ] Platform Contract Start Date
[ ] Scheduled Platform Setup & Training (Start Time)
[ ] Required Platform Features (Breakout Rooms, Polling, Live Q&A, Screen Sharing, Recording Capabilities, Branding Options)
[ ] Platform Contract (if applicable)

--- TECHNICAL REQUIREMENTS & TESTING ---
[ ] Minimum Bandwidth (Mbps) Required
[ ] Preferred Virtual Event Platform (Zoom, Microsoft Teams, Google Meet, Hopin, Other)
[ ] Date of Technical Rehearsal
[ ] Time of Technical Rehearsal
[ ] Upload Platform Configuration Document
[ ] Notes on Specific Technical Requirements (e.g., screen resolution)
[ ] Number of Expected Concurrent Attendees

--- SPEAKER & PRESENTER MANAGEMENT ---
[ ] Speaker Name
[ ] Speaker Bio/Background
[ ] Speaking Slot/Session (Keynote, Breakout Session 1, Workshop, Panel Discussion)
[ ] Scheduled Presentation Time
[ ] Presentation Slides
[ ] Technical Requirements/Notes
[ ] Speaker Agreement Status (Not Sent, Sent, Signed)

--- CONTENT & AGENDA PLANNING ---
[ ] Session Title 1
[ ] Session 1 Description (brief overview)
[ ] Session 1 Start Time
[ ] Session 1 End Time
[ ] Session 1 Presenter(s) (Presenter A, Presenter B, Presenter C)
[ ] Estimated Session 1 Attendee Count
[ ] Content Format for Session 2 (Presentation Slides, Live Demo, Panel Discussion, Q&A)
[ ] Content Review Deadline

--- REGISTRATION & TICKETING ---
[ ] Ticket Capacity
[ ] Ticket Type Options (General Admission, VIP, Student, Speaker, Press)
[ ] Price per Ticket (General Admission)
[ ] Price per Ticket (VIP)
[ ] Registration Deadline
[ ] Registration Confirmation Email Subject
[ ] Registration Confirmation Email Body
[ ] Payment Gateway Integration (Stripe, PayPal, Other)

--- ATTENDEE ENGAGEMENT & INTERACTION ---
[ ] Choose Engagement Activities (Live Q&A Session, Virtual Networking Breaks, Polls & Surveys, Interactive Games/Contests, Breakout Rooms, Live Chat Moderation)
[ ] Estimated Number of Participants in Breakout Rooms
[ ] Date/Time of Networking Session
[ ] Chat Moderation Strategy (Dedicated Moderators, Automated Filters, Community Guidelines Enforcement)
[ ] Description of Interactive Game/Contest
[ ] Gamification Elements (if applicable) (Points, Leaderboards, Badges, Rewards)

--- MARKETING & PROMOTION ---
[ ] Event Hashtag(s)
[ ] Social Media Platforms to Promote (Facebook, Instagram, LinkedIn, Twitter, TikTok, YouTube)
[ ] Social Media Ad Spend (Budget)
[ ] Social Media Campaign Start Date
[ ] Primary Promotional Channel (Email Marketing, Social Media, Paid Advertising, Website Banner)
[ ] Promotional Graphic/Video
[ ] Email Marketing Copy (Draft)

--- ACCESSIBILITY & INCLUSIVITY ---
[ ] Closed Captioning Required? (Yes, No)
[ ] Transcript Provided? (Yes, No)
[ ] Assistive Technologies Supported? (Screen Readers, Keyboard Navigation, Alternative Text for Images, Color Contrast Adjustments)
[ ] Alternative Text Notes (for images/graphics)
[ ] Sign Language Interpreter Needed? (Yes, No)
[ ] Number of Sign Language Interpreters Needed (if applicable)

--- PRE-EVENT COMMUNICATION & TRAINING ---
[ ] Attendee Welcome Email Send Date
[ ] Subject Line for Welcome Email
[ ] Welcome Email Content (including login instructions)
[ ] Attendee Guide/FAQ Document
[ ] Number of Staff/Volunteers Trained
[ ] Training Method (e.g., Live Webinar, Recorded Video, Document) (Live Webinar, Recorded Video, Document)
[ ] Date of Final Reminder Email
[ ] Time of final reminder email send

--- EVENT DAY EXECUTION ---
[ ] Event Start Time (Actual)
[ ] Peak Attendee Count
[ ] Technical Issues Encountered? (Audio Issues, Video Issues, Platform Glitches, Connectivity Problems, None)
[ ] Summary of Key Events/Highlights
[ ] Overall Technical Performance Rating (Excellent, Good, Fair, Poor)
[ ] Event End Time (Actual)

--- POST-EVENT FOLLOW-UP ---
[ ] Total Number of Attendees
[ ] Number of Survey Responses Received
[ ] Overall Event Success (Rating) (Excellent, Good, Average, Fair, Poor)
[ ] Summary of Attendee Feedback (Key Themes)
[ ] Link to Post-Event Survey Results Document
[ ] Date of Follow-Up Email Sent
[ ] Notes on Content and Speaker Performance

--- END OF TEMPLATE ---
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